Administrative Assistant - Livingston Campus

Job Summary:

The Administrative Assistant provides support services for the Director of TSUS State College Polk County Center as well as welcomes visitors and new and prospective students to the State College Polk County Center. The Administrative Assistant is responsible for offering excellent customer service that aligns with the TSUS State College's mission and goals.

Essential Job Functions:

• Serve as administrative assistant for the Director; triage incoming communications and appointment requests; schedule face-to-face and/or virtual meetings or appointments, as appropriate; receive and triage telephone calls; manage and monitor Director's calendar;

• Serve as receptionist for the site, greeting and assisting all in-person guests as well as answering the front office phone

• Take minutes, distribute via Adobe Sign, and store/retain documents needed for meetings and events, as requested

• Prepare documents/forms needed for the Director, as requested

• Maintain budget for the site operations: Enter budget requisitions, manage invoices and purchase orders, and maintain records of available budgets for all departments of the Center

• Collect, process, and distribute vacation and sick leave requests for Center employees

• Open, sort, and route Center's mail; Process and post outgoing mail and other materials

• Make travel arrangements for the Director and complete appropriate forms, requisitions, and vouchers

• Assist at selected on-campus and off-campus events and functions, as requested

• Plan and assist with registration, faculty conferences, meetings, and campus events, as requested

• Assist in preparation, proofing, and printing/displaying of all Center publications

• Monitor and report facility, IT, and security needs to designated personnel at the TSUS State College

• Monitor supplies for the Center, including classrooms, and order/replenish, when necessary

• Maintain an up-to-date list of all active academic and technical programs that are taught at the Center (sorted by TSUS State College), including course requirements

• Assist TSUS State College Administrators with the faculty hiring process, including but not limited to issuing and collecting hiring documents to prospective faculty members, initiating and routing faculty credentialing forms, requesting and collecting required official transcripts

• Assist in maintaining the Center's webpages and blackboard channels or pages

• Assist faculty with textbook selections, vita uploads, and syllabus anomalies

• Maintain knowledge of the general policies and procedures of the TSUS State Colleges

• Assist with the creation, packaging, and distribution of resource materials for student recruitment and retention

• Respond to student inquiries and questions via email, as needed

• Assist in arranging on-site college visits for potential students and visitors

• Serve as backup testing administrator, as needed

• Assist in maintaining the Center's calendar of events

• Assist in maintaining the Center's web pages and social media postings

• Maintain inventory of office and classroom supplies and equipment and replenish, as needed

• Support faculty hiring and onboarding activities

• Assist in preparing and issuing hiring, payroll, and leave documents

• Maintain knowledge of the general policies and procedures of the TSUS State Colleges

• Performs all other duties, as required and/or assigned

Physical Requirements:

This position requires the ability to: remain in a stationary position for most of the time; occasionally move about inside an office to access documents, office equipment, etc.; constantly operate a computer or other office equipment, such as a printer or copy machine.

Minimum Qualifications

Qualifications:

• H.S. diploma or equivalent required

• Requires one to two years of similar work experience. Experience in a higher educational setting is preferred

• Must possess excellent customer service and communication skills.

• Working knowledge in Microsoft Office applications, office administrative procedures, desktop and laptop computers, copiers, scanners, and normal office equipment

• Possess good time management skills

• Familiar with Learning Management System (Blackboard, preferred)

• Familiar with social media and webpage

Preferred Qualifications

Preferred Qualifications:

• Experience in higher education setting

• Associate's degree or higher

Salary $35,000 - 38,000 Work Hours EEO Statement

Lamar Institute of Technology is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including and as it pertains to pregnancy and wages), sexual orientation, gender identity or expression, national origin, disability, age, genetic information, protected veteran status, and/or retaliation.

Notice of Availability of the Annual Security Report

LIT's Annual Security Report is provided in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (20 USC § 1092(f), 34 CFR 668.46). This report contains information regarding campus safety and security including topics such as: campus law enforcement authority; crime reporting policies; campus alerts (Timely Warnings and Emergency Notifications); programs to prevent dating violence, domestic violence, sexual assault and stalking; the procedures the Institute will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in non-campus buildings or property owned or controlled by the Institute or a recognized student organization; and on public property within, or immediately adjacent to and accessible from, the campus. If you would like to receive a paper copy of the Annual Security Report, you can stop by Lamar Institute of Technology, Eagles Nest, Room 128, at 855 East Lavaca, Beaumont, TX, 77705, or you can request that a copy be mailed to you by calling 409-839-2032 or emailing titleix@lit.edu.

Security Sensitive Statement

This position is security-sensitive and thereby subject to the provisions of the Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information.

Quick Link https://jobs.lit.edu/postings/1954